Travel Operations Executive

Responsible for end-to-end coordination of confirmed tours, including hotel and vehicle arrangements, driver/vendor coordination, guest and travel-agent communication, tour monitoring, special arrangements, issue resolution, and post-tour feedback and closure. The role ensures that all services are delivered as per the confirmed itinerary and company standards.
RESPONSIBILITIES
1. Tour & Booking Coordination
Coordinate with the sales/team after package confirmation.
Review the final itinerary, inclusions, exclusions, hotel plan, vehicle requirements, and special requests.
Ensure all services are booked and confirmed as per the itinerary.
Coordinate with hotels, transporters, guides, activity providers, and local vendors.
2. Hotel Coordination
Confirm hotel bookings, room categories, meal plans, and check-in/check-out details.
Reconfirm bookings before guest arrival.
Inform hotels about special requirements, early check-in, late check-in, meals, celebrations, etc.
Resolve hotel-related issues during the tour.
3. Transport & Driver Coordination
Arrange vehicles according to the itinerary and passenger requirements.
Share complete itinerary and instructions with the driver.
Collect and share driver/vehicle details with the concerned agent or guest.
Ensure the driver understands pickup points, sightseeing, parking restrictions, reporting times, and route.
Monitor vehicle/driver coordination during the tour.
4. Guest & Agent Coordination
Coordinate between guest, travel agent, hotel, driver, and internal team.
Create WhatsApp groups where required and permitted.
Share important tour information and updates.
Follow up with guests during the tour to ensure smooth service.
Handle guest requests and coordinate solutions promptly.
5. Tour Monitoring
Track the group's daily movement and itinerary.
Follow up on pickups, hotel check-ins, sightseeing, meals, transfers, and departures.
Immediately escalate operational issues to the senior/team leader.
Coordinate alternative arrangements in case of vehicle breakdown, hotel issues, delays, or other service problems.
6. Special Arrangements
Coordinate airport/railway station pickups.
Arrange welcome amenities such as garlands, welcome kits, hampers, water, placards, etc.
Coordinate wheelchairs, special meals, celebrations, guides, safari/activity bookings, and other special requirements.
7. Payment & Vendor Coordination
Coordinate with vendors regarding operational payments and confirmations.
Maintain records of advance payments and pending operational payments.
Ensure vendors receive the required information and payment instructions.
8. Documentation & Records
Maintain booking confirmations, vouchers, driver details, hotel details, and tour documents.
Keep proper records of operational expenses and additional services.
Update the internal team regarding tour status.
IMPORTANT SKILLS:
Good communication and coordination skills
Knowledge of Gujarat/Rajasthan/UP tourism and major tourist destinations
Problem-solving and quick decision-making
Hotel and transport coordination
Good knowledge of Excel, WhatsApp, email and basic office software
Ability to handle multiple tours simultaneously
Vendor management
Customer-service mindset
Ability to work under pressure and outside normal office hours when tours are operating
QUALIFICATIONS:
Graduate or Diploma in Travel & Tourism, Hospitality, Business Administration, or a related field
1–3 years of experience in Travel Operations, Tour Operations, DMC, or Hospitality
Freshers with relevant Travel & Tourism education may also be considered
Good knowledge of domestic tourism, destinations, hotels, and transportation
Good communication skills in English and Hindi; Gujarati will be an added advantage
Proficiency in MS Excel, Word, Email, WhatsApp, and basic office applications
Strong coordination, problem-solving, and time-management skills
Ability to handle multiple tours and operational tasks simultaneously
Willingness to work flexible hours when required during tour operations

Work arrangement
No